documentation techniques
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Documentation Techniques. Introduction. The chapter discusses the following three documentation tools: Document flowcharts Computer system flowcharts Program flowcharts. Flowcharts. - PowerPoint PPT PresentationTRANSCRIPT
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Documentation Techniques
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Introduction
The chapter discusses the following three documentation tools:1. Document flowcharts2. Computer system flowcharts3. Program flowcharts
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Flowcharts
A flowchart is an analytical technique used to describe some aspect of an information system in a clear, concise, and logical manner.
Flowcharts use a standard set of symbols to pictorially describe transaction processing procedures.
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Flowchart Symbols
Flowcharting symbols can be divided into the following four categories:1 Input/output symbols2 Processing symbols3 Storage symbols4 Flow and miscellaneous symbols
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Flowcharting Symbols: Some Input Output Symbols
Document
Online keying
Display
Input/output; Journal/ledger
Symbol Name
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Flowchart Symbols:Some Processing Symbols
Manual operations
Computer processing
Auxiliary operation
Symbol Name
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Flowchart Symbols: Some Storage Symbols
Magnetic disk
Magnetic tape
Symbol Name
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Flowchart Symbols: Some Flow and Miscellaneous Symbols
On-page connector
Off-page connector
Terminal
Decision
Document or processing flowSymbol Name
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What are Document Flowcharts? A document flowchart illustrates the flow of
documents and information between areas of responsibility within an organization.
A document flowchart is particularly useful in analyzing the adequacy of control procedures.
Flowcharts that describe and evaluate internal controls are often referred to as internal control flowcharts.
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Document Flowcharts
Flowcharts are pictorial representations of transaction processing systems that portray flows of some type
A Document Flowchart emphasizes the hardcopy inputs and outputs and their flows through organizational units
Auditors and accountants may use document flowcharts when analyzing a current system for weaknesses in controls and reports
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Common Document Flowcharting Symbols - I
Punched Card
Keying operation
Document
Multiple copies ofa specific document
Floppy Disk
Manual Operation
Connector betweentwo points on a flowchart
Journal or ledger
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Permanent file ofdocuments
Information flow
Document flow
Annotation foradditional explanation
Envelope
Adding machinetape used forbatch control
Common Document Flowcharting Symbols - II
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A Sample Document Flowchart
Requesting DepartmentCentral Supplies Department
Goods Requisition Form
A
1 2
File
A
Goods Requisition Form
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What are System Flowcharts? System flowcharts depict the
relationship among the input, processing, and output of an AIS.
A system flowchart begins by identifying both the inputs that enter the system and their origins.
The input is followed by the processing portion of the flowchart.
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System Flowcharts System Flowcharts depict the flows of data and
processing steps in an AIS They use symbols that are industry
conventions standardized by the American National Standards Institute (ANSI)
Flowcharting symbols are grouped as input-output symbols, processing symbols, storage symbols, data and information flow symbols, and miscellaneous symbols
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System Flowchart Symbols Input/Output
Manual Input
Keying Operation
Display
Punch CardCan also be output.These are rarelyused nowadays.
DocumentAlso output asreports
General PurposeInput-OutputFile
Used when type of media is unknownor for manual card files, ledgers, batch logs, etc.
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System Flowcharting Symbols Processing
Manual Operation
Processing
Collate
Sorting
AuxiliaryOperation
Also known as off-line process
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System Flowcharting Symbols Storage
Punched Card
PunchedPaper Tape
MagneticTape
Input/Output
Document
MagneticDisk
Online Storage Off-lineStorage
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Systems Flowcharting Symbols Connectors
Start/Stop TerminalCan also be an externalentity
A On-pageconnector
Off-pageConnector
Logic Flow
TelecommunicationLink
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TerminationCan also be an external entity
Communication Link
Data Preparation
System Flowcharting Symbols Miscellaneous - I
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Annotation foradditional explanation
Bridge forcrossing flows
Batch total -any total
Goods; e.g.,inventoryshipment
System Flowcharting Symbols Miscellaneous - II
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What are ComputerSystem Flowcharts? The resulting new information is the
output component. System flowcharts are an important
tool of system analysis, design, and evaluation.
Contoh System Flowchart
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What are ComputerSystem Flowcharts?
Process
Output
Input
Storage
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What are Program Flowcharts? A program flowchart describes the
specific logic to perform a process shown on a systems flowchart.
A flow line connects the symbols and indicates the sequence of operations.
The processing symbol represents a data movement or arithmetic calculation.
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What are Program Flowcharts?
Input data
If a condition is met No
YesPerform calculation
Update record
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What are Program Flowcharts? The input/output symbol represents either
reading of input or writing of output. The decision symbol represents a
comparison of one or more variables and the transfer of flow to alternative logic paths.
All points where the flow begins or ends are represented by the terminal symbol.
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Flowchart for ProcessingCredit Orders
Entersalesorder
Approvedfor credit?
Rejectorder
Inventoryavailable?
Back-order
Fill order Stop
Start
No
Yes
Yes
No
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Differences BetweenDFDs and Flowcharts DFDs emphasize the flow of data and
what is happening in a system, whereas a flowchart emphasizes the flow of documents or records containing data.
A DFD represents the logical flow of data, whereas a flowchart represents the physical flow of data.
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Differences BetweenDFDs and Flowcharts Flowcharts are used primarily to
document existing systems. DFDs, in contrast, are primarily used
in the design of new systems and do not concern themselves with the physical devices used to process, store, and transform data.
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Differences BetweenDFDs and Flowcharts DFDs make use of only four symbols. Flowcharts use many symbols and
thus can show more detail.
Sample case
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Context Diagram
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DFD level 0
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Document
Flowchart
Pedoman menggambar flowchart Bagan alir sebaiknya digambar dari atas ke bawah dan mulai
dari bagian kiri dari suatu halaman. Kegiatan di dalam bagan alir harus ditunjukkan dengan jelas. Harus ditunjukkan dari mana kegiatan akan dimulai dan dimana
akan berakhirnya. Masing-masing kegiatan di dalam bagan alir sebaiknya
digunakan suatu kata yang mewakili suatu pekerjaan, misalnya: "Persiapkan" dokumen, "Hitung" gaji
Masing-masing kegiatan di dalam bagan alir harus di dalam urutan yang semestinya.
Kegiatan yang terpotong dan akan disambung di tempat lain harus ditunjukkan dengan jelas menggunakan simbol penghubung.
Gunakanlah simbol-simbol bagan alir yang standar
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Exercise 1
41DFD Level 0 DFD Level 1
Exercise 1
42DFD Level 0 DFD Level 1
Exercise 2 - Gambarkan Document flowchart Prosedur pendaftaran member pada “BUGAR Sport
Center” adalah sebagai berikut: Calon member mengisi formulir pendaftaran dan memilih
tipe member, kemudian menyerahkan formulir yang telah diisi ke bagian pelayanan. Setelah itu bagian pelayanan melakukan pengecekan terhadap form yang telah diisi, apabila datanya tidak lengkap maka form akan dikembalikan kepada member untuk dilengkapi, apabila data yang diisi pada form tersebut sudah lengkap maka calon member membayar biaya registrasi. Kemudian bagian pelayanan mencatat data member dan tipe member yang dipilih untuk dibuatkan kartu anggota berikut kwitansi pembayarannya. Kartu anggota dan kwitansi pembayaran akan diberikan kepada calon member.
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